Planning a business event can be a pretty tough feat. I mean, holding an event for hundreds of people, with your reputation on the line, can be difficult.
You need to make sure everything is in order, and runs smoothly so that the people you’re holding the event for come away with a good and lasting impression.
If the standards of the event aren’t up to scratch, then people aren’t likely to be interested in coming to your events again, and that’s never good for business.
Top 10 Steps to Preparing an Awesome Business Event
Here are the top 10 steps to preparing an awesome business event, that leaves people wanting more from you in the future.
1. Start Planning Early
This was obviously going to be the first port of call on this list. If you’re going to be holding a business event, you need to start the planning stages very early on.
There’s nothing worse than getting down to a deadline where a hundred people are relying on you, and you’re nowhere near ready to entertain them.
So get your plans in months before the actual event. Start thinking about the other 9 steps I’m about to mention, well before the event takes place.
The bigger the event, the more planning time you’ll need to be able to pull it off. Get out a notebook and start jotting down the ideas you have. Hold meetings with the other co-organizers and start making the decisions as to what you want to do very early on.
2. Get a Structure in Place
If you’re planning an event, you will need a solid structure as to how it’s all going to go down. There could be plenty of complications that might make it harder for you to get a structure in place.
How many speakers are there going to be at the event?
How long are each of them talking for?
What are they talking about?
How long will it take them to prepare for this?
Are there any breaks in between speakers for other activities?
These are all things you need to think about, and if there’s any hesitation whatsoever, your audience ill to start to lose faith in you.
3. Find the Right Location & Time
The right location and time to hold your event is absolutely crucial! What if people can’t make it because it’s at a really inconvenient time, or the location is just too far away for them to be able to get there?
Start browsing for locations that you can hold the event, in your planning stages. When browsing for locations, you’ll need to ask yourself; they can hold the amount of people you’re looking to cater for, whether they’re close to your target audience.
Maybe you’re a local business, or maybe or a larger business that needs to hold events in large cities that most people would be close to or familiar with.
4. Practice Your Communication Skills
If you’re business event is to be successful, communication is key.
You can have a beautiful, expensive location with an incredibly large audience, but if your communication skills are lacking, then the people you’re speaking to won’t be able to learn any new information or take home the message you were trying to give them.
This is why, if you’re a speaker at an event, then you need to practice your speech beforehand, perhaps with your friends or family, to get used to communicating your message across.
Ask for feedback and if they understood the exact point you were trying to make, you’re doing well.
5. Get Some Volunteers to Help
Well, you can’t organize a business event yourself. Maybe there’s a few co-organizers that are helping you to sort everything out, but it’s still a good idea to get some volunteers who don’t mind helping you.
Maybe they’re interested in learning more about event planning or the subject your event is covering, so this is great experience for them to be included within it.
6. Set Your Goals for the Event
In order to have the business event be a big fat success, you need to first set yourself some goals for the event. Otherwise it’ll be very unclear what you’re trying to achieve, and therefore you’re very unlikely to achieve it.
Write down your goals for the event, and then the way you present it, structure it and carry it out will change slightly to align with your goals.
7. Target Your Ideal Audience
Events will be completely different from one another depending on the audience they’re intended for. Different age groups re-act in different ways and so on, so it’s important you consider this.
For example, if you’re hosting an event on blogging, you need to be very clear on whether this is something for beginner bloggers, intermediates or experts. Everything will be completely different depending on these three levels.
Not just what you discuss, but also how quickly you discuss it, the format you discuss it in and so on.
So your target audience is really important in order to make the event a big success.
8. Keep an Eye on the Budget
The budget is always an important factor to bear in mind through the whole process of organizing your event.
Take it into account and every step. The last thing you want to do is blow a large portion of your funds on the location, catering and decoration, to then not have enough to afford speakers to actually deliver the message.
9. Nail the Little Details
The little details are crucial to perfecting the appearance and the effectiveness of your event. From nailing your pitch to decorating the tables and having awesome catering, to even customizing various visuals with your business logo them.
The little details are what will set your event over the edge, and have people leaving with a positive lasting memory.
10. Market and Advertise the Event
Last of all, even if you perfect your event, nailing everything down to a ‘T’, you still need to market and advertise it. You’re ready to get things underway, but there’s one problem. Nobody has even shown up to the event.
It’s really important that you leave budget left over for advertising your event, and a lot of people fall at this hurdle. They spend all the budget on preparing the event that they forget to leave some funds left over for advertising it.
Planning and holding a business event is a big task, and a lot of time and thinking has to go into it. These are the basic 10 steps you need to consider when planning a business event, in order to ensure it goes smoothly and leaves a lasting impression.
Do you have anything you’d like to add to this article? Leave a comment below.